COWICK AND SNAITH INTERNAL DRAINAGE BOARD MINUTES OF THE FULL BOARD MEETING TUESDAY 31ST JULY THE INSTITUTE, WEST COWICK PRESENT: Ratepayer Members: Mr Cooper(C) Mr E Mr S Wood Mr I Wood Bayston(VC) Mr A Wood Mr W Bayston Appointed Members: Co-opted Members: Members Present: 6 APOLOGIES: Ratepayer Members: Mr Kealey Mr Thompson Mr T Bayston Appointed Members: Cllr Barrett Co-opted Members: ABSENT: Ratepayer Members: Appointed Members: Mrs Saxelby Co-Opted Members: IN ATTENDANCE: Officers: Mr McLachlan – Chief Executive Mr Allen – Chief Engineer Miss Cowen – Corporate Strategy Manager Mrs O’Driscoll – Board Secretary (Minutes) Others: Page | 1 Contents 451 Welcome, Introductions and Apologies ................................................................................... 3 452 Declarations of Interest ............................................................................................................ 3 453 Additional Agenda Items .......................................................................................................... 3 454 Minutes of the previous Full Board Meeting, 20th March 2018 ................................................ 3 455 Matters Arising ......................................................................................................................... 3 456 Appointment of Officers .......................................................................................................... 4 457 Professional Services ................................................................................................................ 5 458 Accounting Statements and Annual Return ............................................................................. 5 459 Invoices Paid and Accounts Settled .......................................................................................... 6 460 Financial Scheme of Delegation ............................................................................................... 6 461 Banking Mandates.................................................................................................................... 7 462 Website, Email and Corporate Identify .................................................................................... 7 463 Corporate Strategy Managers Report ...................................................................................... 8 464 Chief Engineers Report ............................................................................................................. 9 465 Capital Programme .................................................................................................................. 9 466 ADOC Partner Arrangements ................................................................................................. 10 467 Chairman’s Remarks ............................................................................................................... 10 468 Any Other Business ................................................................................................................ 10 469 Date of Next Meeting ............................................................................................................. 10 Page | 2 451 Welcome, Introductions and Apologies 451.1 The Chair gave apologies from Mr Kealey, Mr Thompson, Mr Bayston and Cllr Barrett. No Apologies were received from Mrs Saxelby but this was possibly not due to receiving meeting papers. 451.2 The Chief Executive (CEO), Corporate Strategy Manager (CSM) and Chief Engineer (CEng) introduced themselves and their roles in the organisation. The CEO also informed that Russ Towse will be taking up post as the new Asset Manager (AMgr) on the 6th August. 451.3 The Chair went on to introduce the Board Members present. 452 Declarations of Interest 452.1 None were given. 453 Additional Agenda Items 453.1 The CEO asked Board Members if they had any additional items they thought should be on the agenda. 453.2 Mr I Wood commented that he had sent a letter into the Board’s offices beginning of May but had not had a response. The CEO explained that no response had been sent as the letter was addressed to Environment Agency copied to the Drainage Board. The CEO asked for subject of the letter to be discussed in full under CEng report – item 14 on the agenda. 454 Minutes of the previous Full Board Meeting, 20th March 2018 454.1 Mr I Wood noted that the most up to date minutes had not been provided. 454.2 The CEO checked his records and confirmed that the last set of minutes prepared by ERYC had not been received. 454.3 The Chair explained that Mrs Saxelby had taken the minutes at an interim meeting of the Board that was not supported by officers in March and he had not yet received a copy. 454.4 The Chair explained that a copy of the Minutes from the meeting in January is needed as this is when the rate was set. ACTION CSM 454.5 Board Members were advised that the previous minutes cannot be approved as a copy is not present at the meeting. An action noted for the CEO to obtain copies of the official minutes and the Chair is to obtain a copy of the interim meeting minutes, there will therefore be 3 sets of minutes to approve at the next meeting. ACTION CHAIR 455 Matters Arising 455.1 No matters arising from the last two meetings but from previous minutes. 455.2 The CEO advised that both points in previous minute 427 is still ongoing. Page | 3 455.3 Mr I Wood informed that there had been an agreement and funds paid regarding the YW Borehole Wash-water discharge into Ings Drain, this caused problems further down-stream. He added; this had taken place under Snaith IDB, before joining with Cowick IDB. The CEO considered that although YW have a statutory right of connection to a watercourse, they have no right to cause injury to that watercourse and therefore consent is required to secure a derogation to the bylaws. Mr A Wood advised that the opposite bank had been reinforced. The Chair pointed out that this is something that will need to be monitored. 455.4 The Chair enquired about the restrictions on discharging untreated sewage storm overflows into a watercourse explaining there is a sewage works outfall at Carlton Bridge. The CEO advised that he look at the issue but that this may fall within the Environment Agency purview. He added there may be an opportunity to request a contribution towards cleaning the watercourse. ACTION CEO 455.5 The CEO advised Board Members that he is to meet Highways England representatives. The Chair advised that this subject needed handling with care as they previously gave 90% money back on capital investment. Mr A Wood commented that Highways England had done nothing on drain maintenance and questioned if OHDB could recharge for maintenance costs. The CEO is to look at the agreement. ACTION CEO 455.6 The Chair informed the Board that a copy of the minutes taken by Mrs Saxelby was needed as it would include maintenance programme for the Contractors Mr Colwill and Mr Sykes. CEng took contact details for Mr Sykes and will contact him. He is to meet with Mr Colwill. The CEO will ring the ERYC to confirm details of what has been agreed with the contractors. Maintenance works need to be confirmed in writing with the contractors. ACTION CEng 455.7 The CEO suggested that with the absence of up to date minutes and to keep matters in order a resolution on the appointment of contractors is reaffirmed at this meeting. 455.8 It was PROPOSED by MR W BAYSTON and SECONDED by MR A WOOD and UNANIMOUSLY RESOLVED that the Board lets this year’s maintenance contracts to Mr Sykes (Contractors) and Mr Colwill (Contractors). 456 Appointment of Officers 456.1 The CEO explained that although contracts have been signed, the appointment of officers still needed to be formally made by Board Members. 456.2 The Chair recommended that Board Members appoint Mr Andrew McLachlan, Chief Executive and Clerk to the Board (CEO); Miss Angela Cowen, Corporate Strategy Manager (CSM) and Assistant CEO; Mr Edward Allen, Chief Engineer (CEng); Mr Russ Towse, Asset Manager (AMgr) 456.3 He also noted that for the purposes of the administration of the financial provisions set out in Part IV of the Land Drainage Act 1991, pecuniary matters in other relevant acts and oversight of the Boards other financial matters, the Chief Financial Officer to the Board shall be Andrew McLachlan. Page | 4 456.4 It was PROPOSED by MR W BAYSTON and SECONDED by MR A WOOD and UNANIMOUSLY RESOLVED that the Board appoints the above officers to the Board. 457 Professional Services 457.1 The Boards Accountants shall be Hunter G Holroyd, Chartered Accountants, Club Chambers, Museum Street, York, YO1 7DN 457.2 The Boards Internal Auditors shall be Yorkshire Audit Services, 26 Stockwell Road, Knaresborough, North Yorkshire, HG5 0JZ. 457.3 The Boards Solicitor and legal advisors shall be Wilkin Chapman LLP, Cartergate House, 26 Chantry Lane, Grimsby, North East Lincolnshire, DN31 2LJ. 457.4 The CEO went on to explain that separate to the Internal Audit there is an External Audit carried out once a year by PFK Littlejohn who then report back to Defra/NAO. He explained that this is a strict process to ensure that the Board is being run as it should be. 457.5 Mr W Bayston queried if the Board could go to the above solicitors. The CEO advised that these would be the Board’s Solicitors. 457.6 It was PROPOSED by MR W BAYSTON and SECONDED by MR I WOOD and UNANIMOUSLY RESOLVED that the Board appoints the above professional Suppliers to the Board. 458 Accounting Statements and Annual Return